Preparing for Medical Leave of Absence for Birth of a Child: Frequently Asked Questions

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1 Preparing for Medical Leave of Absence for Birth of a Child: Frequently Asked Questions

2 QUESTIONS & ANSWERS PREPARING FOR YOUR LEAVE DUE TO PREGNANCY What leaves are available to me while Pregnant? FMLA Please refer to the FMLA policy # regarding eligibility Jefferson Non FMLA Leave Please refer to policy # regarding eligibility Personal Leave - Please refer to policy # regarding eligibility These policies are located on the HR website at hr.jefferson.edu When should I apply for my Leave of Absence? Approximately thirty (30) days prior to your expected delivery date you should contact Cigna, our third party administrator. Below are the ways that you can contact Cigna. Call Visit mycigna.com When does my Medical Leave of Absence begin? Your initial approval for medical leave for pregnancy by Cigna is normally based on your expected delivery date. If you deliver earlier than your expected delivery date you must notify Cigna to start the beginning of your medical leave. You also must call Cigna to confirm the delivery of your child. If you do not notify Cigna that you have delivered your child you may experience delays with your payments.

3 Can I go out earlier than my expected delivery date? If you have a medical condition that requires you to be out of work prior to your expected delivery date your physician must provide medical documentation to Cigna indicating the serious health condition that requires your absence from work. How much time can I take? This depends upon your situation: FMLA provides 12 weeks of protected unpaid leave. You are eligible to apply for up to 12 weeks of baby bonding directly following your 6 or 8 week medical leave. So, your first 6 to 8 weeks on medical leave would be job protected. Then, you would transition to baby bonding which is the end of your medical leave. Your first 4-6 weeks of Baby Bonding will be job protected all under Family Medical Leave. Therefore, any baby bonding time that you take after your Family Medical Leave exhausts would not be job protected. Combined duration of the FMLA leave for medical and the dependent care leave for a newborn child or newly placed child may not exceed twenty-four (24) weeks. Example: Employee has a normal delivery and is out for six (6) weeks for medical leave which is covered under FMLA. After employee is medically cleared, she could then be entitled to six (6) weeks of dependent care under FMLA and then an additional six (6) weeks of dependent care under Jefferson s leave of absence policy. The additional six (6) weeks of dependent care under Jefferson s leave of absence policy is not job protected and must be approved by your department. In order to apply for additional Dependent Care Leave under Jefferson s Leave of Absence policy, visit hr.jefferson.edu and complete a Non-FMLA Leave of Absence application form found under the forms and documents section. Be sure to include the requested leave start and requested return dates. Please submit the completed form with your manager s approval to the HR Service Center. Below are three ways to you can send it to the HRSC. hrquestions@jefferson.edu Fax it to Mail it to 833 Chestnut Street, Suite 900, Philadelphia, PA Payment for time taken under dependent care leave will be paid from your ETO accrual. If you are a Non-ETO eligible employee you would use your paid vacation/personal time. If ETO, or vacation/personal time are not available time off will be unpaid.

4 When should I apply for Dependent Care Leave? If you anticipate taking additional dependent care time (baby bonding) after your medical leave of absence, you should request this leave at the time you apply for FMLA with Cigna. In the event that you do not qualify for FMLA and/or anticipate taking additional time after FMLA exhausts please complete a Non-FMLA Application. Once your department has signed the form, please send it to the HR Service Center. Below are three ways to you can send it to the HRSC. hrquestions@jefferson.edu Fax it to Mail it to 833 Chestnut Street, Suite 900, Philadelphia, PA How will I be paid for the medical portion of my leave of pregnancy? ETO ELIGIBLE EMPLOYEES If the employee is approved by Cigna ( the designated Third Party Administrator) and has Earned Time Off, Extended Illness Bank and Short Term Disability (Full Time Employee) (7) Seven calendar days of ETO time will be used if available or time will be unpaid. At 8 th calendar day, HR will pay employee EIB time until exhausted. Upon exhaustion of EIB Bank the Disability Carrier will pay employee based on their disability option. Jefferson will supplement the remaining portion with ETO until ETO has exhausted. If the employee is approved by the Cigna and has Earned Time Off and Short Term Disability (Full Time Employee) (7) Seven calendar days of ETO time will be used if available or time will be unpaid. At 8 th calendar day employee would be paid by the Disability Carrier based on their disability option. Jefferson will supplement the remaining portion with ETO until ETO has exhausted. If the employee is approved by Cigna and has Extended Illness Bank and Short Term Disability (Full Time Employee (7) Seven calendar days of will be unpaid. At 8 th calendar day, HR will pay employee EIB time until exhausted. Upon exhaustion of EIB Bank the Disability Carrier will pay employee based on their disability option

5 If the employee is approved by Cigna and has Earned Time Off and Extended Illness Bank (Part Time Employee): (7) Seven calendar days of ETO time will be used if available or time will be unpaid. At 8 th calendar day HR will pay employee from their EIB until the bank is exhausted. Upon exhaustion of the EIB employee will be continued to be paid from their ETO time until exhausted. Upon Exhaustion of ETO time then time off will be without pay. If the employee is approved by Cigna and has only Earned Time Off (Part Time Employee): ETO time will be used until exhausted. Upon Exhaustion of ETO time then time off will be without pay. NON ETO ELIGIBLE EMPLOYEE If the employee is approved by Cignafor FMLA/Non-FMLA: Employee will be paid salary continuation until transitioned to Dependent Care. If employee takes additional time under Dependent Care, available vacation and personal time will be used. Upon exhaustion of vacation and personal time, time off will be without pay. BARGAINING EMPLOYEES Bargaining unit employees will be paid according to the terms of their Bargaining Unit Agreement. Payment for time taken for dependent care leave will be paid from your ETO accrual. If you are a Non-ETO eligible employee you would use your paid vacation/personal time. If ETO, or vacation/personal time are not available time off will be unpaid How much Paternity time can an employee take? Under FMLA, if eligible, an employee can take up to twelve (12) weeks of Dependent Care leave for baby bonding. Leave for Bonding can only be a Continuous Leave. Employees must use ETO or vacation time for this leave or time off will be unpaid. You must contact Cigna to apply. Proof of birth will be required before your leave can begin. Cigna will instruct you on where to fax the proof at the time you apply. How will my Benefits be handled? If you move to an unpaid leave of absence and are no longer receiving a Jefferson paycheck, you will see double benefits deduction upon return to work until the balance is paid off.

6 What do I do when I am ready to return to work? Prior to returning to work you will be required to report to University Health Services or Healthmark a maximum of five (5) days prior to the return to work date for your physical exam clearance which may also include a drug screen and criminal background check for those out of work greater than ninety (90) days. Just a friendly reminder: You must call Cigna to report the birth of your baby. You must also visit Employee Self Service to add your baby as a dependent to your Health Insurance within 30 days of the birth. You will want to be sure to follow all steps when adding your baby to your benefits. You will be able to upload the Hospital Birth Record or Birth Certificate at that time. Please call the HRSC if you have any questions on how to create a life event or how to upload your documentation to the system at (215)